Advanced Tools

Advanced Tools are available to allow the Power-User "one click" access to advanced functions of the email system.


This form is automatically generated based on criteria chosen from a user's database, then personalized. This form is accessed though a link, specific to the chosen criteria, that can be placed in any web-accessible location.


The Blacklist consists of former clients that have opted out of receiving email from a user. Therefore those former clients can no longer be added to the user's database. This will prevent the user from accidentally emailing a client who has opted-out.


An Email address is considered Bounced when the email is sent and "bounces" back. This can occur when an email address is not valid, no longer exists, or when the recipient's email box is full and can no longer accept the email.


A Cache is similar to a snapshot. Once that snapshot or "cache" occurs the computer does not have to retrieve that piece of information because it has that snapshot. This will increase the speed of the page that piece of information rests on.


A Campaign begins when a list of email addresses is sent a correspondence.

Campaign Summary

The Campaign Summary is the report summarizing the results of your Campaign, including viewership information, bounced reports, unsubscribes and more.


A click occurs each time a link to a website is accessed.

Comma Separated Value (CSV)

CSV is a data format in which each piece of information is separated by a comma to allow the data to be transferred seamlessly from one program to another. An excel file can be saved as a CSV file, and a CSV file can be opened in Excel or Notepad.

Company Template

Company Templates are templates that have been custom created for a specific company.


A constraint is a restriction placed on a field that allows the data in the field to be accessed and manipulated.

Custom Website Form

A Custom Website Form allows the Power-User to access the HTML Code created to send information directly to that user's database. The Code can then be customized to the look and feel of that User's website.

Double Opt-In

This industry buzz word describes the process in which a confirmation email is sent to a client asking for permission to send that client future emails. It is called Double Opt-In because the user is sending the confirmation email to clients that have provided the user with permission to send correspondence to their address once before.


If an email address is already in the user's database, it is considered a duplicate. The email system will allow the user several options for dealing with duplicates upon import, including the option to ignore the duplicates, update the duplicates with new information, and append the duplicates to combine several pieces of information within a database field.


The Export function of an Email System will allow the user to send any file in the Email System to the user's computer in an organized format, up to and including the user's entire client database.

File Browser

All of the files used and created in your Email System will be stored in this central location that is clearly labeled and easily accessible.

Form Field

A Form Field is a field that has been altered for display within a form. The Email System will have specific fields designed and labeled to meet the user's needs. However, the user may want to change the look and feel of those fields within a Auto-Form or Custom Website Form. That user would create a Form Field.


Graphic Interchange Format is the most common graphical format used on the web, and is highly browser compatible, therefore, it is an excellent format for use to send images in an email. It is best for simple line art, logos and icons, but not as good for photographs.


Hypertext Markup Language (HTML) is the language of the internet; essentially a page formatting language that allows for text layout, embedded graphics, sound, color, website links, and more. An efficient Email System will send out an HTML version of the user's email to all recipients that can view HTML in an email (which is over 70% of email recipients).

HTML Generator

An HTML generator is a program that allows a user with no prior computer or design experience to create a document that looks like a professional web page with color, sound, embedded images, and more.


This is the process used to quickly and efficiently grab data from one source and upload that data to another source. An email program must give the user the ability to import client data in a format that is easy to use.

Import Summary

The Import Summary is the report summarizing the results of each import of client data into a user's database. This will provide information on which emails were valid, duplicates, and more.

Import Wizard

The Import Wizard is a short series of tasks that will ultimately take the user's own database of information and upload it to the Email System.


An email address is considered Invalid if it is not properly formatted. The Email System will recognize this upon import and create a separate file for those Invalid Addresses outside of the user's database. This will ensure that the user will ultimately have only useful data in the database.


JPG or, JPEG, is the acronym for Joint Photographic Experts Group. The JPEG format is commonly used for photo-realistic pictures. It is a useful format because it allows the user to make the file size of the picture smaller by altering the picture quality. It is great for email because it is supported by most browsers.

Link Tracking

A Link-Tracking Module will allow the user to track any information associated with a link in an email. This information will include click-throughs which the user can use to judge the popularity of a link.


Musical Instrument Data Interface (MIDI) is a digital language that allows for playback of Electronic Musical Instruments such as Keyboards and Synthesizers. Due to the nature of a MIDI file, the file size is very small, especially in comparison to a WAV file, which makes it great for email.

Multi-line Text

Multi-line text is text that can be several lines long, but can not be altered in size, format or HTML. An involved Email Template may use Multi-line Text in portions of the template to restrict the file size of the email.


Email is the most widely used form of communication on the internet, yet email formats differ from user to user, as does the browser size. So, something that is typed in a word editor, may look great on one computer, but may look totally misaligned on another computer. This is why text for email should be edited in a Notepad. This feature will allow the user to view the text as it will be viewed in the email, including spacing, returns, etc. The font size, color, and other features that affect the feel of the email can be adjusted once the text is pasted into the Email Template. It is thus recommended that any text created be pasted into a Notepad and reformatted before it is pasted into the Email Template. To access your Notepad, go to your Start Button in the lower left hand corner of your computer, and it can be found under Programs, Accessories.

Optimized for Web

When an Image or Sound is Optimized for the Web, the file size of that Image or Sound has been reduced so that it will load quickly within an email or web page. If an image has been created for print, for example, the file size of that image may be too big for the web, therefore, it should be Optimized.


Opt-In is a term related to email that has been specifically requested by the reader. Opt-In email is the best form of email sent because it is wanted.


Within an email program, the word Organization refers to the group from which the email is sent. A company may have several Organizations under it's umbrella, and an email program should have the ability to target an audience by sending from each specific Organization.


A picklist appears to your clients in the form of a pull down menu and forces your users to choose from a list of values.

Plain Text

Plain Text is text completely stripped of HTML and appears in it's raw form of black and white, with no colors, images or sounds. An email program must have the ability to send plain text as well as multimedia text so that the email can be viewed on all platforms, such as wireless web phones and PDAs.


A Query is a request from a program to a server for specific sets of information. An email program should have the ability to perform this function quickly and efficiently to allow the user enhanced functionally and flexibility. This would enable the user to perform advanced searches, create useful sub-lists, and so much more, with just a few clicks.

Quick Add

The Quick Add feature of an email program allows the user to add to the database at anytime by simply typing into one form. Here, the user of the email program would not have to perform an import to add just a few clients to their database. This very useful feature is not available in all email programs, but is a big time saver.


When an email is Received, it has actually reached the in-box of the intended reader. This does not mean the email has been opened or read.


A Record is an email address and all of the information associated with that email address, including a first name, birthday, company name, etc.

Rich Text

Rich Text is text that can be altered in many ways including size, color, format and more. Rich text makes emails colorful and exciting. An email program must have the ability to send Rich Text email in order to match the look and feel intended by the user.


When an email is sent, it has actually left the email program and cannot be changed or edited. This does not mean that the email has been received, opened or viewed.


An Email System that provides it's users with the ability to send images, sound, animation, and color must have systems in place to reduce the file size of the emails being sent. This will increase the view rates of the email because the recipients will be able to view the email quickly and efficiently.


SPAM is actually Spiced Ham, but it is a slang term for unsolicited email.


A Sub-list is a section of a list that has met certain criteria chosen by the user. An email program must have the ability to produce several Sub-list to allow the user to market to a specific group of clients.

System Template

A System Template is a template that has been created to be used system wide. System Templates are flexible and can be used to create an infinite number of exciting multimedia emails.


A Template allows the user to create a professional, exciting, creative email though an easy to use, simple format.


Tools help the user to perform basic functions of the email program.


Someone who does not want to receive emails from an organization must have the ability to opt-out. Once that person has unsubscribed, the email program should prevent them from receiving any further email from the organization.


A URL is a website address.

View Rate

The View Rate is the number or percentage of views on a particular email campaign. The View Rate should be integrated within the Reporting Features of an email program.


When an email is Viewed, it has actually been received, opened and read.

WAV File

A WAV File is used to save short sound clips. WAV files are not suggested for long pieces of music or long sound clips, because the file size would be too long for the Web or for use in email. However, WAV files are great for very short sounds.

Web Path

The Web Path of a document or image allows others to see the document or image. When uploading an image to a template or pulling an image from an image library into a template, the email program will automatically fill in the web path. However, if an email is being created in an HTML generator, the email program should allow the user to rest files on the email program's server and place the Web Path in the HTML email. This is an advanced use of an email program, but very useful for a Web Designer.


WYSIWYG stands for What You See Is What You Get. This very useful feature of a template will display exactly what an email will look like after the user has finished the email creation.